RFP Intercom System.docx

REQUEST FOR PROPOSALS (RFP)

IP-BASED INTERCOM, CLOCK, AND MASS COMMUNICATION SYSTEMS

NEGAUNEE PUBLIC SCHOOLS

INTRODUCTION

Negaunee Public Schools is soliciting proposals from qualified vendors for the furnishing, configuration, programming, testing, and commissioning of IP-based intercom, clock, paging, and emergency communication systems for the following facilities:

• Negaunee Elementary School

• Negaunee Middle School The District seeks a modern, network-based communication solution that enhances school safety, emergency notification capabilities, synchronized timekeeping, and day-to-day communications.

PROJECT OBJECTIVES

The proposed solution shall:

• Provide district-wide IP-based communication capabilities.

• Support visual and audible emergency notifications.

• Display synchronized time, messages, and emergency alerts.

• Integrate with network infrastructure using standard Ethernet connectivity.

• Provide centralized administration and management.

• Support future expansion and integration opportunities.

SCOPE OF WORK

The successful proposer shall provide all equipment, software licensing, programming, configuration, testing, documentation, and commissioning necessary to deliver a fully operational system.

Services shall include:

• System design and engineering

• Equipment procurement

• Software licensing

• Programming and configuration

• Functional testing

• User training

• Documentation and as-built records

• Warranty support

SYSTEM REQUIREMENTS

4.1 General Requirements

The proposed solution shall be:

• Fully IP-based

• Network-addressable

• Commercially available and currently supported

• Suitable for K-12 educational environments

• Capable of centralized management from an administrative workstation

4.2 Display and Communication Devices

Elementary School Requirements The system shall support approximately:

• 48 single-sided IP display units with integrated speaker and microphone

• 11 dual-sided IP display units with integrated speaker and microphone

• 3 large-format LCD message displays Middle School Requirements The system shall support approximately:

• 45 single-sided IP display units with integrated speaker and microphone

• 12 dual-sided IP display units with integrated speaker and microphone

• 1 large-format LCD message display All display devices shall:

• Display synchronized time

• Display custom text messaging

• Display emergency alerts

• Include integrated audio capability

• Operate over standard Ethernet infrastructure

• Support PoE+ power where applicable

4.3 Administrative Console

The system shall include:

• Administrative control station

• Touchscreen workstation

• Keyboard and mouse

• Administrative communication console

• Ability to initiate announcements, alerts, and messaging

4.4 Emergency Communications

The solution shall provide:

• Emergency notification capabilities

• Visual and audible alerts

• Building-wide communication functions

• Emergency messaging templates

• Multi-zone communication capability

4.5 Software Requirements

The system shall include:

• Centralized communication server software

• Mapping and graphical interface software

• Device monitoring

• System diagnostics

• Event logging

• User administration

4.6 Integration

The proposed system shall support:

• Ethernet network connectivity

• Standard TCP/IP networking

• Future integration with school safety systems

• Expansion to additional devices and buildings

DISTRICT RESPONSIBILITIES

The District anticipates providing:

• Network switching infrastructure with available PoE+ ports

• Category 6 cabling to device locations

• Patch panel termination

• Network connectivity

• Access to installation locations Proposers shall clearly identify any additional owner responsibilities required for successful implementation.

TRAINING

Vendor shall provide:

• Administrative training

• System operation training

• Basic troubleshooting training

• User documentation

WARRANTY AND SUPPORT

Proposals shall include:

• Manufacturer warranty information

• Software support terms

• Technical support options

• Response times for service requests

• Available maintenance agreements

PROPOSAL REQUIREMENTS

Proposals shall include:

A. Company Information

• Company background

• Years in business

• K-12 references B. Technical Proposal

• Detailed system description

• Equipment specifications

• Software specifications

• Network requirements

• Installation methodology C. Pricing

• Equipment costs

• Software licensing costs

• Freight and shipping

• Programming and configuration

• Training

• Optional services

• Annual recurring costs, if any D. Project Schedule

• Equipment lead times

• Installation schedule

• Testing and commissioning timeline

EVALUATION CRITERIA

Proposals will be evaluated based on:

• Compliance with specifications

• System functionality

• School safety features

• Vendor qualifications, experience and accessibility for support

• References

• Warranty and support

• Total cost of ownership The District reserves the right to reject any or all proposals and to award in the best interest of Negaunee Public Schools.

SUBMISSION REQUIREMENTS

Proposals shall be submitted electronically in PDF format.

Questions regarding this RFP shall be directed to:

Cory Richards Technology Director Negaunee Public Schools cory.richards@negauneeschools.org 500 W Arch St Negaunee, MI 49866

TIMELINE

RFP Issued: 06/03/2026 Questions Due: 06/10/2026 Proposal Due Date: 06/17/2026 Project Completion Target: 08/17/2026

END OF RFP